About the Role
The Project Support Officer plays a key role in delivering the Trust's Inventory Management System (IMS) rollout and supporting wider service improvement initiatives. Working closely with clinical teams, procurement colleagues, and key stakeholders, you will coordinate implementation activities, maintain project documentation, support stakeholder engagement, and help ensure new systems and processes are successfully embedded across the organisation.
This is an exciting opportunity to contribute to a major transformation programme, helping to modernise inventory management across the Trust through the use of digital technology, improved processes and effective project coordination. From planning and organising implementation activities to supporting training, communications, go-live events and service improvements, you'll play an important part in ensuring projects are delivered successfully and sustainable change is achieved.
The role is ideal for someone who enjoys working in a fast-paced environment, building relationships with a wide range of stakeholders, solving problems, and coordinating multiple priorities. In return, you'll gain valuable experience supporting large-scale change programmes while contributing to initiatives that improve operational efficiency, support frontline teams and ultimately enhance patient care.
What You'll Be Doing
You'll play a key role in delivering one of the Trust's largest digital transformation programmes, helping clinical teams transition to new inventory management systems and ways of working. Working across a variety of departments, you'll coordinate implementation activities, engage stakeholders, manage project information, support training and communications, and help ensure change is delivered successfully and sustainably across the organisation.
In this role, you will:
Support the rollout of the Trust's Inventory Management System and wider service improvement initiatives.
Coordinate implementation activities, project plans, meetings and key milestones to ensure successful delivery.
Build strong relationships with clinical teams, colleagues and stakeholders to support engagement and adoption of new processes and technologies.
Maintain accurate project documentation, action plans, reports and tracking tools to support effective programme delivery.
Support training, communications and user engagement activities to help teams prepare for and embrace change.
Identify and escalate risks, issues and dependencies, helping to resolve challenges and keep projects on track.
Use digital systems and technology to support planning, reporting, information management and decision-making.
Contribute to service improvement, process redesign and the successful transition of projects into business-as-usual operations.
Working for your organisation
Bristol NHS Foundation Trust brings together more than 28,000 staff to deliver over 160 clinical services across thirteen hospital locations, operating from three main sites at Southmead, Bristol city centre and Weston.
With an annual turnover of 2.6 billion, we are now one of the largest NHS trusts in the United Kingdom.
Chaired by Ingrid Barker and led by Maria Kane as Chief Executive, Bristol NHS Foundation Trust aims to transform the way healthcare is delivered locally with a clear focus on making a difference for what we call our Four Ps:
Better outcomes for our Patients
More opportunities for our People
Fairer more consistent care for our Population
Best Value for Public Purse
Our vision for five years from now:
Patients will wait less time to be diagnosed and treated, and they will have the same high-quality experience and outcomes, regardless of who they are or where they live.
We will meet rising demand by maximising the use of our available resources.
More care will be delivered nearer to patients, in their homes or the community.
Digital technologies will have transformed the way we work and the way we deliver care.
Our people will feel engaged, energised and empowered by their work.
We will be known as a place where people enjoy working, training and building a career.
Our volume of globally renowned research and innovation will have grown significantly.
We will contribute to system financial balance
Interpersonal and communication skills
Develop effective working relationships with clinical teams, procurement colleagues, supply chain staff, IM&T teams and external suppliers.
Support stakeholder engagement activities associated with inventory management system implementation.
Coordinate meetings, workshops, implementation sessions and user engagement activities.
Support communication of project updates, actions, risks and implementation plans to stakeholders.
Support the development and distribution of user guidance, training materials and implementation communications.
Support maintenance of the IMS LINK page and associated resources.
Professional knowledge and expertise
Support delivery of the IMS Phase 2 implementation programme.
Support pre-go-live data capture, product validation and inventory mapping activities.
Assist with maintaining implementation plans, project documentation and action trackers.
Maintain a working knowledge of inventory management processes and associated workflows.
Support the development and maintenance of implementation guidance, procedures and standard operating documentation.
Maintain awareness of relevant inventory management, traceability and Scan4Safety requirements.
Problem-solving and decision-making
Identify implementation issues, risks and dependencies and escalate appropriately.
Support investigation and resolution of routine implementation issues.
Analyse information to support project planning and implementation activities.
Support resolution of data quality, mapping and implementation issues through liaison with stakeholders.
Planning and coordination
Coordinate implementation schedules, project activities and rollout plans.
Coordinate pre-go-live activities including data collection, validation and stock count planning.
Support logistical arrangements associated with go-live and hypercare activities.
Monitor implementation actions and milestones, escalating delays or risks where required.
Maintain project plans, implementation trackers and action logs.
Support coordination of training activities and operational readiness reviews.
Practical and technical skills
Use inventory management system, Microsoft Office and project management tools to support implementation activities.
Maintain implementation records, trackers and project documentation.
Support system testing, validation and workflow reviews associated with inventory management system deployments.
Support implementation of inventory management processes that contribute to product availability, product traceability and patient safety.
Patient care and support
No direct patient care responsibilities.
Produce reports, presentations and implementation materials for stakeholders.
Support activities that contribute to reducing clinical time spent on stock management activities.
Service development and improvement
Support process mapping, workflow reviews and service improvement activities.
Support implementation of standardised inventory management processes.
Assist with development and review of guidance documents and procedures.
Coordinate lessons learned and improvement opportunity arising from implementations.
Support transition of services from implementation into business-as-usual operation.
Finance and resource management
Maintain accurate records associated with implementation activities.
Support monitoring of project resources and implementation activity.
Assist with collection of information supporting project reporting and benefit-tracking activities.
Support efficient use of Trust resources through effective coordination of implementation activities.
Leadership and team management
Provide day-to-day coordination of implementation activities.
Support onboarding and implementation training activities.
Provide guidance relating to implementation processes, documentation and project activities.
Support Supply Chain Stock Assistants and stakeholders participating in rollout activities.
May provide-day-to-day supervision and coordination of implementation activities that will be undertaken by Supply Chain Stock Assistants during rollout, go-live and hypercare periods.
Provide cross-cover for project activities and assist with implementation activities across the Inventory Management Service as required.
Information and data management
Maintain project documentation, action logs, risk logs and implementation records.
Produce implementation reports, status updates and meeting documentation.
Support collection, validation and analysis of implementation-related information.
Maintain version control of project documentation and implementation resources.
Ensure information is managed in accordance with Trust policies and procedures.
Innovation and continuous improvement
Support evaluation of implementation activities and service developments.
Participate in process reviews and improvement initiatives.
Support identification and implementation of lessons learned.
Assist with development of improved implementation approaches and supporting documentation.
Autonomy and decision authority
Work independently within agreed implementation plans and project frameworks.
Prioritise workload to met implementation deadlines and project requirements.
Exercise judgement in identifying issues requiring escalation.
Operate under the direction of the IMS Manager for complex or strategically significant issues.
Physical demands
Frequent use of computer systems and display screen equipment.
Frequent movement between departments and clinical areas.
Occasional participation in stock count activities, go-live events and implementation exercises.
Occasional handling of project materials and equipment.
Cognitive demands
Frequent concentration when maintaining project documentation and coordinating implementation activities.
Regular requirement to manage competing priorities and deadlines.
Frequent interruptions associated with implementation and operational requirements.
Requirement to assimilate and communicate complex information to a variety of stakeholders.
Emotional resilience
Occasional exposure to pressure associated with implementation deadlines and go-live activities.
Maintain a professional and customer-focused approach during periods of organisational change and competing priorities.
Work environment
Frequent office-based working.
Frequent work within clinical and non-clinical areas.
Occasional attendance at stock counts, implementation activities and go-live events outside normal working hours.
Frequent use of digital systems and project management tools.
